That old copier in your office might still work, but is it working for you? Just because it turns on doesn’t mean it’s saving you time or money. 

That “reliable” machine could be slowing down your whole team, eating up supplies, and causing hidden problems you don’t see right away. When a copier gets too old, it starts to become more of a problem than a help.

In this blog, we’ll show you the 5 unmistakable signs that your copier is waving a big red flag, saying, “Replace me!” Get ready to spot them and save big.

The Real Cost of Keeping Old Office Equipment

Keeping old machines might seem bright—why replace something that still works? But in the long run, that old copier might be costing you way more than a new one ever would.

Let’s say your copier breaks down a lot. Every time it stops working, your team can’t print, scan, or copy. That slows everything down. Even one hour without it can mean lost work, missed deadlines, or unhappy customers. In some offices, just one hour of downtime can cost over $300 in lost productivity.

Older copiers also need more service calls. If you’re calling a technician more than 3 times in 3 months, that’s a big red flag. Add in the price of replacement parts (which can be hard to find), and you’re pouring money into a machine that’s on its last legs.

Another big problem? Outdated technology. Older copiers may not have today’s essential features, such as secure printing, mobile access, or fast cloud scanning. Plus, old machines can be a security risk. If they haven’t had recent updates, they could be vulnerable to hackers—yes, even printers can get attacked!

5 Warning Signs Your Copier Is Telling You It’s Time to Let Go

Old copiers don’t just stop working one day — they show signs. You just have to know what to look for. Here are 5 big red flags that mean your office copier is ready for retirement:

1. It Breaks Down All the Time

If you’ve had to call a repair tech more than 3 times in the last few months, your copier is officially high-maintenance. Each breakdown means people are waiting to print, scan, or copy. That delay costs your office money, especially during busy times. One office saved 23% a year just by replacing their old machine with a new one that didn’t need fixing every week.

2. Ink and Toner Are Getting Expensive

If your copier uses up ink or toner quickly, and you’re paying more than 3 cents per page to print black-and-white, you’ve got a problem. Older machines are less efficient and often use more supplies. That adds up fast, especially in large offices. This is known as “printer hospice” — when a machine is technically still alive, but constantly draining your budget.

3. It’s Not Secure

Modern copiers have security features like password-protected printing and user logins. Older models don’t. That means sensitive documents can be picked up by the wrong person, or worse, get hacked if the machine is connected to the internet. If your copier hasn’t had a firmware update in years, it’s a real risk, especially if your business handles private or medical info.

4. It Can’t Keep Up

If your copier can’t connect to cloud apps, email scanned documents, or handle mobile printing, it’s already behind. Offices today need machines that work with hybrid teams and remote access. Plus, if your staff says things like “I hate this thing” or “it always jams,” that’s a sign the machine is hurting productivity.

5. The Prints Look Bad or It’s Just Slow

Lines on the page, faded prints, or a printing speed of under 20 pages per minute mean your copier is falling behind. If you’ve cleaned it, repaired it, and it’s still doing this, it’s not going to get better. It’s time for something new.

Making the Replacement Decision

So your copier is acting up. But is it time to replace it? Let’s break it down step by step — with easy math, clever tips, and what to look for in your next machine.

Should You Repair or Replace?

Use this simple formula to help decide:

~ (Repair costs this year + downtime costs) vs (cost of a new machine or lease)

Let’s say your copier needs $800 in repairs this year, and each breakdown costs your team about $300/hour in lost time. If you’ve had four breakdowns, that’s $1,200 in downtime. That’s $2,000 lost this year alone — and that’s if nothing else goes wrong.

Now compare that to a lease for a brand-new copier, which costs around $120 per month. That’s $1,440 a year — and way fewer headaches. For most offices, replacing costs less than repairing.

What to Look For in a New Copier

Before you buy or lease, make sure your new machine has:

• Security features, like user logins and encrypted printing
• Cloud and mobile printing – perfect for hybrid teams
• Fast speeds and duplex printing – saves time and paper
• Reliable support or managed print services – someone to help when things go wrong
  

If you’re not sure where to start, models like the Brother MFC-L8900CDW are great for busy offices. They’re built to handle high volumes and are known for fewer paper jams.

Make the Switch Smoothly

Replacing a copier doesn’t have to be a hassle. Here’s how to keep it simple:

1. Back up any saved documents or settings
2. Wipe the old copier’s memory (especially if you print sensitive info)
3. Train your team on the new machine — just 10 minutes can prevent future calls for help.
4. Recycle or dispose of the old device properly — many service providers will help with this.

Your copier doesn’t have to be a daily source of stress. Choosing the right time to replace it — and knowing what to look for — keeps your office running faster, safer, and more efficiently.

Conclusion: 

Old office copiers may still run, but that doesn’t mean they’re helping. From surprise breakdowns and rising supply costs to security risks and frustrated staff, the signs are easy to spot once you know what to look for. Replacing your machine isn’t just a fix — it’s an upgrade for your whole team’s productivity.

Ready to retire your office’s problem printer? Contact Sunrise Office Systems for expert advice, copier upgrades, and service plans that work for you.

Call now or visit sunriseofficelv.com to get started — and stop dealing with jams for good!